Office Manager - Hoover Elementary (2025-2026)

Position to begin August 2025.

Medford SD 549C Job Description

Our Mission: ALL Own Their Present and Future, ALL Are Known and Challenged, ALL Achieve Their Potential, ALL Options are Open and Hopeful

Job Title:                     Office Manager 

Supervisor:                  Principal or Site Supervisor

FLSA Status:                Nonexempt     

Days:                           208  

Summary:  Acts as office manager for a school, school principal, or department head, under the direction of the site supervisor, performing various complex and responsible secretarial and clerical work. Assigns duties, trains, and directs work of other office staff.

Essential Duties and Responsibilities:

• Manages office by ensuring things are organized and run smoothly according to District policies.
• Decisions and determinations are often based on specialized knowledge, precedents, and prior decisions.
• Exercise general supervision over several employees performing clerical, bookkeeping, and/or other functions using checks of work for conformance to office policy and procedures. 
• Ability to handle daily work pressures, resolve conflicts between parents, students, and employees, and provide leadership for establishing effective and efficient routines and procedures.
• Establishes methods and procedures of work within the organizational unit.
• Oversees site business operations. (i.e., bookkeeping, payroll, leave accounting, substitutes, etc.)
• Serves as administrative information liaison between school staff, patrons, students, and others and assists as necessary.
• Telephones and confers with parents/guardians regarding student information.
• Maintains principal's/supervisor's calendar, school calendar, and handbooks.
• Schedules appointments and processes daily correspondence to and from parents and staff.
• Supports supervisor in developing and distributing correspondence, agendas, and minutes and composes documents on routine matters.
• Answers correspondence not requiring the administrator's attention.
• Operates various office machinery, including copy machine, fax machine, ten-key calculator, computers, and other equipment which may be unique to that assignment.
• Maintains student information system.
• Monitors student health systems, administers medications within the scope of district policies and performs first aid services.
• Supervises students in the office.
• Maintains competency in all position responsibilities.
• Complies with all safety and work rules, policies and procedures.
• Responsible for proper utilization, operation, and maintenance of all department resources.
• Provides support to other positions as needed.
• Assumes additional responsibilities as appropriate with little or no supervision.
• Performs other related duties as assigned.

Marginal Duties and Responsibilities:

• Updates website.
• New staff member set-up (Badges, Computer Program Access, Alarm Codes, etc.)
• Troubleshoots and coordinates service and supplies of office machinery.
• Attends staff meetings and in-service training.

Supervisory Responsibilities:

• Assigns duties to and directs work of classified staff and volunteers.
• Trains staff.
• All Medford School District employees supervise students and maintain a safe environment.

Qualifications: An individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Education and/or Experience:  High school diploma or General Education Diploma (GED); four years' related clerical experience or equivalent combination of training and experience. A thorough working knowledge of office practices and procedures is required.

Interpersonal Skills: Ability to interact appropriately with teachers, staff, members of the community, school board members, and others, including vendors, law enforcement, and other agencies and students. Focuses on solving conflict; maintains confidentiality; Contributes to building a positive team spirit.

Language Skills: Ability to communicate verbally and in writing fluently in English. Preference may be given to applicants fluent in English and Spanish. The ability to respond verbally to common inquiries or complaints from students, parents, or community members is essential. The ability to read, analyze and interpret financial and legal documents is required. The ability to respond in writing to common inquiries or complaints from students and parents and write reports and business correspondence is essential.

Mathematical Skills:  Employees in this category must be able to calculate figures and amounts such as discounts, interest, and percentages. Employees must be able to apply basic concepts of algebra, geometry, fractions, percentages, ratios, and proportions to practical problem-solving situations.

Reasoning Ability:  Employees in this category must be able to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret various instructions furnished in written, oral, diagram, or schedule form.

Computer Skills: General knowledge of computer usage and ability to use database software, internet software, e-mail, order processing software, spreadsheets, and word processing software. Ability to keyboard 50 wpm.

Physical Demands:  The physical demands described here represent those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk; sit; use hands for fine manipulation, handle or feel and reach with hands and arms. The employee must often stand, stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision. Must speak clearly to be understood and understand the speech of others—emotional stability to work effectively under pressure and control all aspects of the job.

Work Environment: The work environment characteristics described here represent those employees may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

The noise level in the work environment is usually low to moderate. The employee must handle interruptions and prioritize work in a fast-paced environment. The employee may be exposed to bloodborne pathogens and subject to temperature fluctuations, fumes, odors, and dust.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions, or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to, modify or delete any aspect of this job (or the position itself) whenever it deems advisable.

Salary : $24 - $31